HOA Board Meeting Schedule | Minutes


 

2022
The Villages at Sleepy Hollow Homeowner's Association, Inc.

Board Of Directors HOA Meeting Schedule


March 7, 2022
Annual Meeting
[Registration 6:00 p.m. - 6:30 p.m.]
[Meeting 6:30 p.m. - 8:00 p.m.]           
 
May 9, 2022
 
July 11, 2022
 
October 10, 2022            
 
Budget Meeting



Unless notified otherwise, all meetings commence at 6:30 p.m. and are held at:

Cross Pointe Church of the Nazarene
27765 Nanticoke Road
Salisbury, MD 21801

All members of the community are encouraged to attend meetings.


 
Board of Director's HOA Meeting Minutes 
 
 
 

2022

 
 

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 9, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

 The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:  

Robert Holland (President), Karon Dennis (Secretary), Wendy Bailey (Treasurer) William Jackson (Non-Age Restricted), Sue Revelle (Member-at-Large) and Cathy Jennings (Non-Age Restricted).

Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

·       Rejane Jackson, Nancy White, Linda Hooker, Paul Hooker, Julia Cain, Tim Haig, Jarvis Cain, and Terry Dunn. [8 Members present].

President’s Report:

·       2022 Board of Directors:  Robert confirmed the board of director’s appointment of officers noting one open position as the role of Vice President.

·       Status of Irrigation Annual Maintenance and Season Schedule: There was delay in the annual start-up due to a death in the owner’s family in Australia. There is a schedule on the website [Maintenance of Common Areas] which highlights the monthly work covered in our contractual agreement that the contractor performs. There is a caveat however, that if certain weather conditions prevail, work as outlined may be delayed or suspended. For example, our weekly grass cutting occurs every Friday. It was not accomplished last week because the grounds were so wet. This week we were notified that the schedule must be moved forward to Wednesday or Thursday because of expected rain on Friday. We appreciate how accommodating and flexible our lawn contractor is in keeping our grounds thriving all year round.

·       Community Yard Sale: Last week’s yard sale was postponed due to weather, so the Spring event will be this Saturday, May 14th. Our Fall event is set for October 1st with a rain date of October 8th.

·       HOA Committees Notification: An action item from our annual meeting was to provide our membership with a listing of the committees established in Sleepy Hollow. An email communication was sent on April 20, 2022, describing the different types and benefits of HOA Committees along with a complete listing of active and inactive Sleepy Hollow Committees.

      o  Mr. Hooker, who volunteered on the Irrigation Committee, reported that the response to issues he has submitted via the Website have been managed quickly. The contractor has responded the same day; he [Carl Cottingham] does an amazing job of monitoring. Also reported that 28100 Cross Creek Dr. needs extra heads because of the yard size; has had communication with Auscare and the board on this issue.

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (March 7th), we have had nine (9) ARB requests submitted, reviewed, and approved.

 

Date Submitted

Date Approved

 

Location

 

Description

1.

03/07/2022

03/10/2022

28065 Cross Creek

·       Landscaping

2.

03/08/2022

03/11/2022

6052 Tarry Town

·       Concrete patio, gazebo & vinyl fencing

3.

03/22/2022

03/23/2022

28100 Cross Creek

·       Planting backyard trees & painting shutters

4.

03/18/2022

03/25/2022

6033 Bell Creek

·       Shed

5.

03/23/2022

03/27/2022

28060 Cross Creek

·       Landscaping and stepping stones

6.

03/28/2022

03/29/2022

6038 Bell Creek

·       Plantings and raised garden bed

7.

04/08/2022

04/08/2022

6199 Tarry Town

·       Tree plantings along fence line

8.

04/19/2022

04/21/2022

5966 Fire Fly

·       Paint back deck and add landscape area

9.

04/26/2022

04/30/2022

6013 Bell Cree

·       Steel railings on back deck

·       As a homeowner we want to add a black railing to our front porch. Does that have to be presented to the ARB Committee? Cathy confirmed that the improvement would need to be submitted to the committee via email at sleepyhollowmd@outlook.com. The request would be redirected to the committee for processing.

     o   Action Item: Mr. Holland will forward to the homeowner the name of the contractor who has installed railings in the community.

Secretary’s Report:

·       Compliance with Title 11B of the Maryland Homeowner’s Act: On March 19, 2022, we received an acknowledgement from new Board Member, William Jackson, that he read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

·       March Board of Director’s (BOD) Minutes: A motion was made by Wendy and seconded by Cathy to approve the March 7, 2022 meeting minutes as published; motion passed unanimously.

     o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and posted on the HOA Website.

·       Request for Contact Information: Karon reported that letters were sent to three (3) homeowners requesting they complete and return the HOA contact information sheet, so we have authorization to communicate with them via electronic mail. These properties settled in December 2021, January, and March 2022. The original document was included with their welcome letter, so this is a second request for authorization.

Treasurer’s Report:

·       Treasurer Position Transition: Wendy publicly acknowledged that the transition of the Treasurer’s position would not have been possible without Robert’s knowledge of procedures and QuickBooks. She was very appreciative of his help with all the moving parts and expressed her gratitude to both Robert and Karon for their time and assistance.

·       Monthly Report: The Balance Sheet as of April 30th showed combined assets in our checking and savings accounts at $354,917.68 (Bank of Delmarva [checking] $792.10; Reserve Fund at Bank of Delmarva [checking] $88,468.58); Money Market Bank of Delmarva [operating account] $130,074.01; and Reserve Fund CD at First Shore Federal $135,582.99. Our net income was $107,235.41.

·       Additional items listed on the Balance Sheet showed the current interest rate on our accounts and an Interest Rate Comparison for Money Market and Reserve Accounts at four (4) banks/credit unions.

Bank of Delmarva Reserve Fund

0.18%

Bank of Delmarva Money Market (holding account)

0.20%

First Shore Federal Reserve Fund CD

1.00%

The yield that we are getting on interest rates on our Reserve and Money Market accounts are less. Data was collected at American Express, Alliant Federal Credit Union, Discover Bank and Capital One and showed rates at 0.60%. Wendy asked if the Board would like to entertain a discussion about looking to increase our return on that money. Robert stated that we do not take time to discuss our thoughts back and forth at this meeting but instead suggested we talk about it electronically. If we come to an agreement, we can announce it at the next meeting providing discussion points and decision made. Sue agreed it was a topic into which we should look. Wendy indicated the rates will continue to go up and should be around $450-$600 additional in a years’ time. Robert noted that it was a matter of convenience that the banking was set up this way [account closed and transferred from First Shore Federal to the Bank of Delmarva to eliminate travel to withdraw]. Extra money is nice but to consider breaking an account(s) to different banks requires you to travel to those different banks because you cannot perform transactions electronically. Wendy stated that those listed would have to be electronic transactions because they are not “brick and mortar” institutions which is why we would get a higher rate. Robert disclosed that in his conversation with the Bank of Delmarva, on-line transactions could not be done on any account that required two-party signatures; they could only be in-person or on the telephone. Robert asked that the discussion be tabled so that the board could weigh the pros and cons before making a decision that is best for the community. William asked that the process be verified prior to the next meeting.

·       Budget Analysis: The year-to-date Budget Analysis delivered to the Board reflected Total Income ($138,051.11) and Total Expenses ($30,815.70), with a Net Income in our working fund at $107,235.41. The analysis showed Actual versus Budget per line item. The Budget Target for the 4th month is 33.33%. Items that have already reached budget are expenses that are paid on a yearly basis.

·       HOA Fee Delinquency Recap: We have one (1) delinquent property, and the home is in foreclosure. It has been two (2) years with little activity; however, mail at that address is now being returned to the post office.

Committee Reports:

·       Welcome Committee: Since the beginning of the year, Sue reported that we have had eight (8) new residents move into the community. Properties for sale have been turning quickly however we may see a change with mortgage rates and construction costs going up.                                                                              

Unfinished Business:

·       City of Salisbury – Pet Waste Station program availability: Robert reported that communication with the city indicated that they provide and maintain a pet waste station within the City Park Dog Park area, but they are not aware of any planned pet waste program that expands beyond this puppy recreation area.

·       HOA Board Task Reassignments: An update on the reassignment status of duties was provided.

TASKS MANAGED BY HOLLAND

REASSIGNMENT OF RESPONSIBILITY

PRESIDENT

Robert Holland continued appointment

VICE PRESIDENT

[Currently Remains Open]

TREASURER

Wendy Bailey

BOOKKEEPER

Wendy Bailey

ARB COMMITTEE

Cathy Jennings

LAWN COMMITTEE

Delmarva Lawn Care

IRRIGATION COMMITTEE

Delmarva Lawn Care

ANSWERWING SERVICE

Robert Holland

MAIL PICK-UP

Wendy Bailey; William Jackson—Alternate

PLACEMENT OF NOTIFICATION SIGNS

Sue Revelle

     o   Action Item: Robert requested that Wendy contact the USPS and determine the number of keys we are supposed to have; he recommended that we have a minimum of four (4) keys. Currently, there are two (2) keys held by Wendy and Karon. Wendy will get a key to William and maintain a key assignment log.

·       Ice Cream Social: Robert reported that the social is still anticipated for Sunday, August 14th. Updates will be provided as we get closer to the event.

New Business:

None

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

Are all the lots sold within Sleepy Hollow? Yes, all open lots and those under construction are owned by Amber Ridge II, with one exception (6060 Bell Creek Drive) which is privately owned. Concern expressed about the grass cutting; Bill Martin (Developer) always kept the properties clean and well-kept. Robert reported that he had recently sent a letter to Amber Ridge and the private homeowner that their respective lot(s) need cutting and cleaned up. Amber Ridge quickly acknowledged; no response had been received by the private member.

So, a lot that is empty has no irrigation? Clarification made by Robert: A vacant lot that is a building lot does not have irrigation except for the shared heads that are at the houses next door. The builder has an irrigation contractor who installs all the sprinkler heads and puts a turn up (pipe) out of the ground when the build phase is ready. They then contact and pay the HOA irrigation contractor to make the connection so that it works. A new resident confirmed the process as stated. The HOA contractor recommended they get additional heads and the builder’s irrigation contractor installed them and the HOA contractor came back and adjusted.

Homeowner reported the lot next door to their property has no irrigation and a 1/3 section of their yard has no irrigation either. The previous owner of 16 years contracted a landscaper that we continue to use. We repeatedly tell them that they must go all the way over to the empty lot to mow our property – they only cut around the house. A big part of our yard does not have grass and the lot next door is weeds. To clarify Robert stated, the lot to the right of your property is a vacant lot. Correct. The area you are speaking about is a part of your property and because you have a corner lot it goes all the way over to the corner. That is not the problem – the plot of land near the vacant lot, has no irrigation. They (developer) only put irrigation around the house, including the side of our lot because it is a corner house. We had the property surveyed (was not previously done) and that entire section next to the vacant lot was not included when the irrigation system was installed.

     o   Action Item: Robert agreed to look at the property because it was his understanding that the concern was the left side of the house; the HOA response was based on that information. If it is a case where it is supposed to be shared heads, then we will see if there is something we can do about it. If it can be determined that there is something missing or not working, then we can consider that.

As a new board member, William noted there is a series of wells and pumps around the subdivision that draw for the irrigation. What is the plan of the HOA to maintain those wells and pumps? How long has it been since those wells and pumps have been worked on and is there a plan in terms of budgeting that so many will be done each year? The Reserve Fund covers high dollar expenses like replacing wells, well pumps, and parts of the irrigation system. Will there be an annual cost for the homeowners? No – it is part of the Reserve Fund. The caveat, each year through dues every homeowner pays their portion of the budget. There is an amount of money set aside in the budget for the Reserve Fund which covers things outside of irrigation like clocktower repairs, sidewalks in common areas and other infrastructure items. As far as maintenance, the irrigation company checks and services the system on an annual basis. Wendy stated we are required to do an official study of reserve funding. There was a fair amount of work done initially that looked at the life expectancy on the wells, sidewalks, and clocktower so at one point it was around $20,000 a year. Expect that we are due for an in-depth review, especially for the storm water management system; because of Robert’s knowledge so much work has been done on ponds that we might be over reserving. There were not any serious issues reported in our last inspection because we had dealt with sedimentation issues. Robert also stated as a follow-up on wells, that initially we had two wells/pumps that had too many zones on them. The board at that time determined that they needed a second well for those two locations. That is why at those two locations there are two wells to split the zones. It costs approximately $17,000 to drill a new well and replace a pump.

     o   Action Item: Karon to forward an electronic copy of the initial Reserve Fund Analysis and a map of the well locations to William for his review and information.

     o   Action Item: Wendy suggested that we look at the Reserve Fund this summer before preparing the budget.

Homeowner summarized that most of his concerns about the irrigation have been spelled out. When the contractor comes to hook up the system will he be able to look at and consider my suggestions as to where I might think another head might be placed? The person who comes to hook it up the system [HOA contractor] will start the system and ensure that it is running properly and adjust any heads as needed. If they recommend additional heads, you then contact the builder’s contractor to request the additional head(s). The builder’s contractor would install any new additional heads. (NOTE: This process was confirmed by a new homeowner who recently had their property hooked up.)

Is there any information on the lot beyond the stop next to the Raynor Lane property? His realtor advised him that it was land locked. When this property was built the intent was that they were going to buy the farm and continue it on through. In 2008, everything fell out. There used to be a red sign that said “dead end street” but the tree guy may have torn it up and got rid of it. If so, the city might replace it. There is no plan now for anything to happen beyond that property ends which is the farmland.

     o   Action Item: Robert to contact the City of Salisbury to determine if the former sign can be replaced.

There being no further business, the meeting was adjourned at 7:38 p.m.

·       Next Meeting: The next Board of Directors meeting is scheduled for July 11, 2022.


Minutes submitted by Secretary, Karon Dennis

“DRAFT” watercolor mark denotes unapproved Meeting Minutes


Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 7, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:37 p.m.

Directors in Attendance:                                                   

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey Member-at-Large), Cathy Jennings (Non-Age Restricted) and newly installed member William Jackson (Non-Age Restricted).

·       Quorum present? Yes

Robert welcomed the Homeowners in attendance:

There were three (3) members in attendance: Evan Lane, C. Paul Hooker, and Linda Hooker.

President’s Report:

·       2022 Board of Directors – Officer Appointments: The Board voted to designate officer positions at the first meeting of the new board. We currently have six (6) board members.

o   Incumbent Sue Revelle and new nominee William Jackson ran unopposed

o   William’s position on the Board is confirmed as a Non-Age Restricted Member, whose term expires in 2025. 

The Board Members unanimously agreed to 2022 – 2023 appointments as outlined below.

2022 Officers

 

President

Robert Holland

Vice President

[open]

Treasurer

Wendy Bailey

Secretary

Karon Dennis

NOTE: 

(a)    The Vice President’s position oversees the Architecture Committee chair. Cathy Jennings is currently on the Architecture Review Board (ARB) Committee and stated that she would think about the Vice President’s position.

(b)    Sue Revelle will remain as the Welcome Committee Chairperson.

·       Discussion of HOA Board Tasks: Robert passed out a list of the duties he currently performs. A discussion followed with reassignments as shown below. Ideas regarding lawn and irrigation reporting are in the process of being worked out with the HOA lawn contractor. The board was asked to continue to review the list and provide any feedback.

TASKS MANAGED BY HOLLAND

REASSIGNMENT OF RESPONSIBILITY

PRESIDENT

Robert Holland continued appointment

VICE PRESIDENT

 

TREASURER

Wendy Bailey

BOOKKEEPER

Wendy Bailey

ARB COMMITTEE

 

LAWN COMMITTEE

 

IRRIGATION COMMITTEE

 

ANSWERWING SERVICE

 

MAIL PICK-UP

Wendy Bailey; William Jackson--Alternate

PLACEMENT OF NOTIFICATION SIGNS

Sue Revelle

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of March 7th disclosed combined assets in our checking and savings accounts at $358,486.96 (Bank of Delmarva [checking] $2,365.73; Money Market Bank of Delmarva [operating account] $132,442.47; Reserve Fund CD at First Shore Federal $135,249.50 and Reserve Fund [checking] at Bank of Delmarva $88,429.26). With an accounts receivable adjustment (-$85.00), the Total Current Assets are $358,401.96.

·       Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March 7, 2022) delivered to the Board under separate cover showed Total Income ($133,448.26) and Total Expenses ($22,569.07), with a Net Income in our working fund at $110,879.19.

Is the Reserve Account at the Bank of Delmarva a money market? No. Wendy indicated that we may be able to secure a higher interest rate through the credit union. A study may be done to determine if we can secure a better interest rate at another institution for presentation to the board later.

o   Action Item: Robert to provide Wendy with the current interest rates on the HOA money market accounts.

Secretary’s Report:

·       Board of Director’s Meeting Minutes: The following changes to paragraph, in part, were recommended to the October 11, 2021, recorded minutes distributed to homeowners via electronic mail on November 3rd and posted on the website.

Correction on references to “sinkhole” shown in strikethrough and red under Open Discussion: Homeowner’s Concerns/Comments, excerpt follows: 

o   Wendy brought to the board’s attention that the Post Office has reported that there are places within the community where the road is caving in. When it becomes a delivery issue, the carrier will not deliver the homeowner’s mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months ago to have the street repaired (sink whole sinkhole). City workers look at it, put asphalt on top and within two weeks the hole/sink sinkhole reappears….

Sue made a motion to approve the Draft of the October 11, 2021, minutes, as amended above. Cathy seconded the motion and stands approved.

o   Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies will be sent to each Board member and posted on the HOA Website.

Open Discussion: Homeowner’s Concerns/Comments

With the current increase of fuel in today’s market, Wendy asked if the Board should discuss being proactive and consider offering a fuel subsidy to our Lawn and Irrigation Contractor, Delmarva Lawn Care. Robert reported that he spoke to Carl Cottingham who stated he had no intension of requesting/imposing a fuel charge during this contract that runs through 2023. It is expected, however, that the rates will go up with the next bidding process.

·       There being no further questions, the meeting was adjourned at 8:05 p.m.

·       The next scheduled Board of Director’s meeting is May 9, 2022.

 

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 9-May, 2022

 

2021

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 11, 2021

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:                                                   

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey (Member At-Large) and Cathy Jennings (Non-Age Restricted).

o   Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

·       Jarvis Cain, Julie Cain, Pat Santoni, Vonnie Williams, Curt Williams, Nancy White, Linda Hooker, Paul Hooker, Harold Brown, Dottie Harris, Geoff Harris, Susan Rainy, Roy Sowers [13 Members present].

President’s Report:

·       Ice Cream Social: Rescheduling this event three times was not magical. We tried and tried but could not pull it off because of weather conditions. It is the Boards hope that we will be successful in securing a time next year to bring the community together.

·       Reminders Documented for the Meeting Minutes: (1) When you park your vehicle on the street, make sure you are parking in the right direction. If the police happen to drive through the neighborhood or someone has called/filed a complaint, homeowners can be fined. (2) RVs or boats cannot be parked in the driveway or street for an extended period. (3) The City Police Department is responsible for street parking violations and may give a warning, however, they can issue a fine between $25-$40 for these violations.

·       Yard Sale: Had a wonderful day for this event with several homeowners within the neighborhood showing all their treasures for sale they no longer want or need.

·       Irrigation and Lawn Services: Robert expressed that the services this year has gone well and improved over the year. Delmarva Lawn Care is a small company, but they have been very responsive.

o   We have lots of sand burs everywhere on Tappan Lane. Robert clarified that the HOA provides general lawn maintenance. We fertilize, spray for certain weeds (broadleaf, clover). He would, however, ask Carl to perform an inspection and advise his findings/recommendations.

o   When it rains on Friday (our scheduled grass cutting day), do we have to wait until the next week to get the grass cut? If missed on Friday and the grounds are dried out enough by Monday or Tuesday, the lawn contractor will cut it then. If it is too wet, you will see a delayed sequence. Carl monitors the weather constantly—if there is going to be a heavy rain Friday, he will cut on Thursday.

o   Last topic is the weed called nutsedge. In the past, the HOA was spraying for nutsedge which turned every yard brown. The problem with nutsedge is when you spray and kill it, you need to overseed in seven (7) days. There was no policy to overseed. The current Board took nutsedge out of the lawn and maintenance contract and advised homeowners at that time to contract a lawn service if they continued to have an issue with this weed.

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 12th), we have had five (5) ARB requests submitted, reviewed, and approved.

 

Date Submitted

Date Approved

 

Location

 

Description

1.

07/26/2021

07/27/2021

5917 Tappan

· Master Bathroom Window Removal

2.

07/31/2021

08/05/2021

6095 Tarry Town

· ARB Waiver Approved on Painting Shutters & Door

3.

08/12/2021

08/12/2021

6001 Fire Fly

· Repaint Shutters & Door; Paint Chip provided; No letter required

4.

09/02/2021

09/08/2021

5922 Tappan

· Approved Privacy Fence

5.

09/25/2021

09/28/2021

5970 Tappan

· Approved Shutter Painting

IMPORTANT NOTE for future reference regarding exterior painting of shutters and doors:

o   If you are painting like-for-like color, such as black for black, no ARB approval is required.

o   Any variation from the existing HOA approved color pallet, regardless of how close and without exception, the homeowner must supply the ARB Committee an exact color paint chip matching the desired hue when submitting their written request for approval. 

Secretary’s Report:

·       July Board of Director’s (BOD) Minutes: The Board unanimously approved the motion made by Wendy and seconded by Cathy, to approve the minutes from the July 12, 2021 meeting.

o   Action Item: Karon to redistribute the approved minutes to all the Board Members and update the Website.

·       Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on July 14, 2021, to review a written request from Delmarva Lawn Care, LLC specific to the HOA’s Landscape Management Contract for a one (1) year extension to include the calendar year 2023. Delmarva Lawn Care planned to make a large investment in equipment to perform fertilizing and herbicide treatments in 2022 rather than contracting the work to an independent company. The contract extension would assist them in recapturing their investment. The Board acted by unanimous written consent to accept the request to extend the Landscape Management Contract dated 1-September 2020 to include an extra year for the period January 1, 2023 through December 31, 2023. The 2023 annual contract cost would stay the same as in 2021 and 2022. All other terms and conditions remain unchanged and will continue in force through the denoted extension period. The Record of Executive Session minutes were distributed to the Board of Directors on July 16, 2021. Sue motioned to approve the Executive Session minutes; seconded by Wendy. The minutes stand approved as written.

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of October 10th showed combined assets in our checking and savings accounts at $282,876.02 (Bank of Delmarva [checking] $1,264.66; Money Market Bank of Delmarva [operating account] $93,095.28; Reserve Fund CD at First Shore Federal $134,909.45 and Reserve Fund [checking] at Bank of Delmarva $53,606.63). With an accounts receivable adjustment (-$1,175.60), the Total Current Assets are $281,700.42.

o   Wendy inquired as to what would cause the negative Accounts Receivable (AR) balance of $1,175.60? Money that has not been reconciled for payment of fees.

o   Action Item: Robert to get back to the Board on this issue. COMPLETED 10-21-2021

The HOA CPA reviewed the Balance Sheet. The negative AR amount was the result of (1) a homeowner who paid their 2022 HOA assessment in advance, and (2) other small credits. Robert will make an adjustment when the 2022 bills are processed in December.

·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– October 10, 2021) delivered to the Board reflected Total Income ($140,379.54) and Total Expenses ($97,276.93), with a Net Income in our working fund at $43,102.61.

o   If you have a catastrophic event of some kind, like something happened to one of the ponds, what would you fall back on? The Reserve Fund. Apart from large-scale maintenance and repair projects, HOA reserve funds are used in case of unexpected damage and emergencies. We have $228K in reserve now. A reserve plan based on life expectancy of every component was initially set-up.

·       Annual Reserve Fund Contribution: The 2021 contribution of $16,321.00 was transferred from the Money Market Account to the Reserve Fund Account in the name of The Villages at Sleepy Hollow HOA on September 7, 2021.

 

·       HOA Fee Delinquency Recap:   For July we had two (2) delinquencies for the calendar year – one (1) sent to collection agency and one (1) property in foreclosure. Robert reported that the account sent to collection was paid in full, including penalties/attorney’s fees. The other property (5952 Tappan Lane) remains in foreclosure (HUD – reverse mortgage).

·       2022 Proposed Budget – Review and Approval: The Preliminary Budget and Budget Comparison was distributed to the members in attendance [See ATTACHMENT I and ATTACHMENT II made a part of these minutes].

o   Robert highlighted the changes from 2021 versus 2022: (a) Increases in General Expense line items Audit ($50), Insurance – Liability and Bond ($116) Post Office Box Rental ($40); Web Page ($384); (b) Decrease in annual Reserve Fund Contribution (-$1,679) ~~see note below re Addendum to Reserve Fund Analysis.

o   Are all sidewalks covered under the Snow Removal expense? No. Snow is only removed on the common area sidewalks; removal is done by the lawn care servicer.

o   An increase in the number of homes in the Non-Age Restricted Area went from 95 to 103. NOTE: All of the lots in the community have been sold; total number of homes equals 193.

o   Assessment comparison from 2021 versus 2022 …

Dues Assessment

2021

2022

Age Restricted (90 homes)

$1,083

$1,076

Non-Age Restricted (95 vs 103 homes)

$   394

$   387

o   An Addendum will be generated and affixed to the Reserve Fund Analysis to show that no increase was required for the 2022 Reserve Contribution of $18,821 but was instead reduced by the sum of $2,500 in recognition of the expected 2022 Interest on Reserve Fund CD. As a result, the 2022 net contribution for the budgeted line-item Reserve Fund Contribution is shown as $16,321. Karon requested a motion to approve the Addendum for a reduction of the 2022 Reserve Fund Contribution to $16,321 considering the interest to be received. The motion was made by Sue and seconded by Wendy.

o   Wendy complimented Robert on his preparation of the new budget and budget comparison.

o   Can we get a copy of the actual expenses versus proposed budget that shows what has been spent to date? The Treasurer presents the Board with a Profit and Loss Statement at each meeting that shows the actual expenditures compared to the budgeted amount. At year-end, homeowners receive a copy of the Profit and Loss Statement in their Annual Packet (sent by 31-January of the new year) which shows the revenues and expenses and resulting profit or loss over the previous calendar year.

Robert requested a motion to approve the 2022 Preliminary Budget. Motion was made by Cathy and seconded by Sue.

·       Robert hand delivered to each board member a copy of the Accountant’s Compilation Report for the year ended December 31, 2020, as prepared by Philip P. Wheatley, CPA, LLC, Certified Public Accountant.

Committee Reports:

·       Welcome Committee: Sue reported there have been 13 new homeowners move to Sleepy Hollow since the first of the year. She was also happy to report that the committee has secured new literature for the welcome bags!                                                

Unfinished Business:

·       Status Update – Delmarva Power – Vegetation Management Project: DP&L’s contractor, Asplundh Tree Service, completed the trimming of trees and/or other vegetation from the Pemberton 2 Substation at the back of Tappan Lane through DP&L’s right-of-way corridor along Van Tassel Way, Bell Creek Drive and Cross Creek Drive. The project was completed in mid-August.

 

·       Status Update – Storm Management Systems – Spraying Invasive Vegetation: Two bids for spraying invasive growth around the pond rip rap was offered by several companies and ranged from $5,000 or a yearly plan for 3 years. Presently our lawn service contractor is weed-whipping the areas and spraying dry rock with Roundup which is working very well.

New Business:

·       Tree Trimming – Storm Management Systems: Robert reported he is in the process of securing two (2) bids for tree services to do minor trimming around the front pond (wild willow) and any other pond that may have overgrowth.

Open Discussion: Homeowners Concerns/Comments

The floor was opened for general questions and comments.

Wendy brought to the board’s attention that the Post Office has reported that there are places within the community where the road is caving in. When it becomes a delivery issue, the carrier will not deliver the homeowner’s mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months ago to have the street repaired (sink whole) sinkhole. City workers look at it, put asphalt on top and within two weeks the hole/sink sinkhole reappears. Mr. Williams suggested that Sue file the complaint via The City of Salisbury’s website – fill out the form and you get an acknowledgement. The issue is then tracked, and you can comment if the issue is not corrected and/or add a picture to highlight ongoing issues.

Do we send annual HOA bills via email? No; usually get complaints that they did not receive the bill.

Mr. Williams expressed his gratitude to Robert and the Board for getting rid of the geese. It has been a great pleasure walking outside and not having to watch every step he takes.

There being no further business, the meeting adjourned at 7:48 p.m.

·       Next Meeting: The next Board of Directors meeting is scheduled for March 7, 2022. 

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 7-March, 2022, as amended

 

 

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 12, 2021

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:                                                   

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), and Cathy Jennings (Non-Age Restricted)Absent from the meeting were Sue Revelle (Member At-Large) and Wendy Bailey (Member At-Large)

Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

·       Amy Clark (Bennett), William Bennett, Jarvis Cain, C. G. Williams, James Ellis, Bunny Twiford; Allen Twiford, Rejane Jackson, Debbie Dukes, Tony Santoni, Keith Bounds, Roy Sowers.  [12 Members present].

President’s Report:

·       Resident Geese/Mallard DNR Update – 6/25/2021: We entered into an agreement with the Department of Natural Resources (DNR) regarding Wildlife Damage Management to try to prevent pollution in the ponds which we must combat with chemicals, and the potential impacts to human health in the community from the presence of goose nesting contributing to unacceptable accumulations of feces. Action took place on June 25th. Geese will return in a manner of time. If they accumulate in a large number, the board will consider taking a similar action.   Further, the DNR are looking at how we can mitigate the extreme number of mallards that we have (approximately 80). DNR advises against feeding. Refer to attached Exhibit (A) – Sign – YOU CAN HELP WATERFOWL.  Upon reviewing their recommendations, the board will do what they feel is best for the community and move forward.

·       Irrigation and Lawn Services: Robert expressed that the services this year appear to be going well. Occasionally something will fall through, especially with aging parts in the irrigation system. In a more proactive manner, we have instructed the irrigation contractor to replace any damaged part(s) they encounter.  Carl Cottingham, owner of the lawn service company, continues to be responsive when homeowners report issues. Robert reminded everyone about the procedure to report issues via the HOA website, stating the importance of having the paper trail of issues. If you do not have a computer, issues should be reported via the HOA phone at 410-430-9544. For tracking purposes, a service request will be initiated on the homeowner’s behalf by the HOA representative answering the phone.

·       City of Salisbury – Nuisance Trees or Plant Growth: The City Inspector was around the community and subsequently contacted the HOA about trees that would be considered violations because they are below the 7 feet above sidewalks or below 14 feet above the roadway. [Reference City Code 8.09.020 – Definition of nuisance tree or plant growth] Of the trees identified, the HOA was responsible for trimming one on the roadway on Cross Creek Drive and a couple of trees over the sidewalk adjacent to Sleepy Hollow Drive. Should a homeowner encounter a tree where they must duck their head to continue walking, we ask that they report its location on the website. A member of the Landscape Committee will look at the tree and take the appropriate action to get it trimmed.

·       Damaged Tree in Common Area on Pemberton Drive:  We lost a huge sycamore tree at the front pond on the frontage road (Pemberton Drive) during a recent storm. Adams Tree Service was contracted to remove the tree (cut and grind stump).

·       Delmarva Power & Light– Vegetation Management Project: A contractor notified the Board that the growth needs to be cleared on the side of our community that backs up to the Pemberton 2 Substation (behind the cul-de-sac on Tappan Lane) and the property where the high line goes through. Robert reported that he signed a permission slip to have DPL and its contractors to enter onto the property to cut, trim and/or remove the vegetation. We are supposed to be notified when the work is scheduled to be done so that we can inform the homeowner’s surrounding that area of the planned activity. DPL will not access anyone’s yard; work will strictly be done on the right of way. It is not known at this time when the work will commence. 

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (May 10th), we have had three (3) ARB requests submitted, reviewed, and approved. 

 

Date Submitted

Date Approved

 

Location

 

Description

1.

05/17/2021

05/17/2021

6096 Fuller Lane

·       Landscaping

2.

05/20/2021

05/25/2021

6038 Bell Creek

·       Swing Set Installation

3.

07/04/2021

07/05/2021

6095 Tarry Town

·       Repainting Shutters/Door–No approval required

o   Is there a list of colors for painting shutters and doors? There is no list of colors. Originally the paint came from Duron Paint Store, now it is Sherwin-Williams. When it was Duron, you could go in and ask for Ruark & Martin paints, but now you must take a chip to Sherwin-Williams to match your color. If you have black shutters and you want to repaint them black, no ARB approval is required. Should you wish to paint your shutters outside of their original color, the color needs to be submitted to the ARB Committee for approval before the project commences.

o   If you are connected to another townhome (duplex), can you choose your own color? The Board hopes that both residents in the duplex (or quads) would agree to a color so the units would remain uniform. If the color is different from the current spec, a request for a new color should be submitted to the ARB Committee via email or post office box. 

Secretary’s Report:

·       Compliance with Title 11B of the Maryland Homeowner’s Act: On May 23, 2021, we received an acknowledgement from new Board Member, Cathy Jennings, that she read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

·       May Board of Director’s (BOD) Minutes: The following changes, in part, were recommended to the May 10, 2021 recorded minutes distributed to homeowners via electronic mail on May 20th and posted on the website.

(1) Spelling correction in strikethrough and red under New Business: l Verification of Rear Property Lines / Concerns

o   Is that survey for one plot or for the parameter perimeter of the pond? 

(2)   A correction in wording under Open Discussion: Homeowners Concerns/Comments

o   Lawn care contractor seems to be better, but question getting them to lower the mower settings – worse thing you can do for clover a lawn.   

A motion was made by Robert to approve the Draft of the May 10, 2021 minutes, as amended above. Motion was seconded by Cathy and stands approved.

o   Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies will be sent to each Board member and posted on the HOA Website.

·       Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on June 22, 2021, to review the Cooperative Service Agreement from the Department of Natural Resources (DNR) to cooperate in a wildlife damage management project for Resident Canada Goose Damage Management. The Board acted by unanimous written consent to accept the work plan from the DNR (not to exceed $3,346.64). The minutes were distributed to the Board of Directors on June 29, 2021. Cathy motioned to approve the Executive Session minutes; seconded by Robert. The minutes stand approved as written.

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of July 11th showed combined assets in our checking and savings accounts at $310,029.05 (Bank of Delmarva [checking] $908.43; Money Market Bank of Delmarva [operating account] $96,492.44; Reserve Fund CD at First Shore Federal $134,570.26 and Reserve Fund [checking] at Bank of Delmarva $78,057.92). With an accounts receivable adjustment (-$1,165.60), the Total Current Assets are $308,863.45.

·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– July 11, 2021) delivered to the Board reflected Total Income ($139,097.80) and Total Expenses ($68,832.16), with a Net Income in our working fund at $70,265.64. 

·       HOA Fee Delinquency Recap:   We have two (2) delinquencies for the calendar year – one (1) sent to collection agency and one (1) property in foreclosure.  

Committee Reports:

·       Welcome Committee: No status report was available at this meeting, however, we surveyed those new homeowners present to determine if they had been greeted by the committee. During the Open Discussion period of the meeting, Cathy captured the names of those new homeowners who had not yet been contacted by the Welcome Committee.                                                                                                

Unfinished Business:

·       City of Salisbury – Renewable Electricity Project – 2019: The streetlights within Sleepy Hollow were transitioned over to LED in conjunction with a renewable electricity project conducted by The City of Salisbury.  The City’s project started in October 2019 and stopped after completing approximately 75% of the conversion. They were able to resume the project after receiving the rest of their grant funding. The remaining lights in the Non-Age Restricted section of our community have now been converted to LED. The streetlights are City property; the cost of this conversion was borne by the City at no cost to Sleepy Hollow.

New Business:

·       Spraying Invasive Vegetation, as needed, in Ponds: (a) Robert reported he has been in contact with multiple contractors to get quotes for weed control in all five (5) ponds to include spraying all riprap rock (swales) and cutting back grasses and branches from the drains in all ponds. Two quotes received ranging from $2,800 to $5,200. Search for a reasonable cost bid for “just cutting weeds” is still ongoing. (b) While inspecting the ponds, it was discovered that the riprap was sinking in four (4) locations around Tappan, Bell Creek and Van Tassel.  To help stabilize the shoreline and prevent any further erosion, a motion to have our contractor repair/add riprap to each location at a cost of $500 per location (not to exceed $2,000) was made by Karon and seconded by Cathy to carry the motion. The cost to raise the swale would be borne by the maintenance of Stormwater Management Systems under our Reserve Fund.

·       Well #2 and #2B near Van Tassel – June: The two (2) wells on Van Tassel are about 15 and 8-10 years old. The pump on the “younger” well (#2B) had to be replaced at a cost of $6,200. While the contractor was working, the older pump (#2) began to malfunction. After an inspection, they performed an acid wash to clean all the dirt in the filter and screen that is 100 feet underground; this action corrected the water flow ($2,500). The main reason that underground piping fails is due to friction from trying to push too much water through or bad glue joints. Our irrigation contractor has adjusted for a 2 second delay so when the pump starts it does not get all the pressure at once.

·       Social Event – Ice Cream Truck: Robert reported we are trying to get an ice cream truck for a couple of hours in late August or early September.  Be on the lookout for an invitation!

Open Discussion: Homeowners Concerns/Comments

The floor was opened for general questions and comments.

What was the surveyor outcome in the dispute about a flower bed being on common area or the homeowner’s yard? The survey showed approximately 90% of the flower bed was within the homeowner’s property line and 10% was on common area. The homeowner will maintain the flower beds.

There being no further business, the meeting was adjourned at 7:19 p.m. 

·       Next Meeting: The next Board of Directors meeting is scheduled for October 11, 2021.

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 11-October 2021

Exhibit (A)

Sign – YOU CAN HELP WATERFOWL